® © 2007 ibm corporation ibm software group welsh records management society e-mail management...
TRANSCRIPT
®
© 2007 IBM Corporation
IBM Software Group
Welsh Records Management Society
E-mail Management Tuesday 11th September 2007
Tony HulmeConsulting IT SpecialistIBM Software Business
®
© 2007 IBM Corporation
IBM Software Group
E-mail Management As part ofEnterprise Content Management
IBM Software Group | Enterprise Content Management
3© 2007 IBM Corporation
Host producedoutput
Web content
Scannedpaper and fax
Officedocuments
Rich mediaAudio Video
EnterpriseContent
Business Challenges
Increase employee productivity
Enhance business processes
Improve operational efficiency
Address risk and compliance
Specific examples ….
Processing paper is costly
Work cannot be automated
E-mail not treated as business record
Documents not in an enterprise library
Customer service is slow
Regulatory compliance is an issueForms
What is Enterprise Content?
IBM Software Group | Enterprise Content Management
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EnterpriseContent
Portal /Browser
ERP, SCM, CRM, & Desktop Applications
Wireless, PDA, Kiosk
Host producedoutput
Web content
Scannedpaper and fax
Officedocuments
Rich mediaAudio Video
Forms
How is Enterprise Content used?
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Integration
Workflow
Collaboration
Search
RecordsManagement
Secure Access Personalized Delivery
Access any type of information, across multiple applications and business
processes
Storage
Media
Documents
E-mailForms
Web Content
Images
Reports
Information Lifecycle Management
®
© 2007 IBM Corporation
IBM Software Group
E-mail Management
IBM Software Group | Enterprise Content Management
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The storage challenge
Mailbox volumes are growing at 40% annually
Average message size is now > 250KB
> 40% of storage costs are attributed to e-mail
IT Admin spend > 25% time managing e-mail
80% of e-mail on primary storage has not been accessed in the last 30 days
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The legislation challenge
UK and European Legislation 1998 Data Protection Act Freedom of information act 2000 FSA Act 2000 UK Companies Act 1985, section 221 Regulation of Investigatory Powers 2000 (RIP) ATCS 2001 – UK service providers Bsi DISC PD 0008/5000 (United Kingdom) Civil Evidence Act (United Kingdom) Electronic Commerce Directive (United Kingdom) EU Directive on Privacy and Electronic Communications (2002) Basel II International Accord Draft EU data retention laws
US Legislation may also apply SEC 17a-3, 17a-4 - Securities Industry HIPAA – Healthcare providers and insurers 21 CFR Part 11 – pharmaceutical industry DOD 5015.2 – US Dept of Defense agencies Sarbanes-Oxley Act - All public companies
'Harassed' banker sent raunchy emails Evening Standard , 2 May 2003
A City banker who claims she endured a regime of sexual discrimination in her £350K-a-year job today admitted sending raunchy emails to the boss she accuses of harassment. Giving evidence at the employment tribunal, Miss Coleman agreed with defence claims that she regularly forwarded emails containing sexually explicit material.
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Market analysis summary
E-mail Archiving is moving from niche interest to universal concern
Started with Storage concerns Mailbox management
Buying behaviour increasingly driven by legislation Regulatory compliance issues
Legal or internal policy concerns
Accepted by all industries
Sources : Overall view by Radicati, MetaGroup, Gartner and IBM Market experience
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Solution: IBM CommonStore
Messaging system
Capture
Retrieve
Archive
Comprehensive, flexible e-mail archiving
E-mail archiving can grow into true e-mail records management
E-mail archiving as part of Enterprise Content Management
*
* Novell Groupwise is handled by FileNet E-mail Manager
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E-mail archiving with the IBM CommonStore solution
Mailbox management
Discovery Compliance
ComprehensiveFlexibleReliable
Growth of the messaging system More users
Larger mail boxes
More expensive operation
Requirement Reduce the growth of the
messaging system
Offload old E-mails from production system
Regulatory requirements
All e-mails of a certain user group have to be captured and retained for a certain number of years
Requirement E-mails treated as business records
Provide e-mails on demand during audit or investigation
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Automatic mailbox management Provides rule-based, automatic off-load of old e-mails
Example: “All e-mails older than 90 days and larger than 100KB”
Frees storage space on your messaging servers 1-2 KB placeholder e-mails instead of 100+ KB e-mails!
Single Instance Storage – de-duplication
Compressed storage – typically around 50%
750+ different devices from many different vendors
Helps lowering the total cost of operation of your e-mail servers Shortens your backup times
Old e-mails are stored on low cost storage media, like tape
Makes your mail server consolidation, upgrade or migration easier
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Users have easy access to their archived e-mail
Office users Easy and efficient
Just a simple click
Search panel for archived e-mails (optional)
Laptop users Access to archived e-mails without connecting to corporate network
Additional local CommonStore archive
Automatically synchronized with central archive
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Managing local archive files
Mailbox quota drives user to move old e-mails to local archive file
User archive files fill up file servers
Additional storage cost and maintenance for file servers
Risk of data loss for archive files located on user work stations
Two steps to success: 1. Central rule-based archiving
Makes local archives obsolete
2. Ingest local archive files into central archive
CommonStore tool for import and link
Automatic processing
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Compliance – e-mails as business records
Declare and classify e-mails in IBM Records Manager
Central file plan
Central retention management (time and event based)
Retention Rule 2
Retention Rule 4
Retention Rule 5
Retention Rule 1
Retention Rule 3
Safety
Inspections
Incidents
Finance
Budgets
Safety
Finance
MessageA
MessageB
MessageC
Classification File Plan Retention Schedule
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Discovery
A powerful search interface for e-mails from many different mailboxes For auditor, compliance officer, legal department
Helps to fulfill search and discovery requests in a fast and efficient way Centralized archive can be cheaper than a single manual discovery request
Assists in the litigation support process
Minimizes risk of being unable to provide important evidence
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Powerful e-mail search
Intelligent full-text indexing On e-mail body and attached files
Highlighting of matching words For fast location of content
Handles large result lists with more than 1 million hits Results can be exported and handed over to an external auditor
Deletion hold (suspension) for e-mails under investigation
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Easy and powerful search across mailboxes
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Easy system administration
Seamless integration into messaging system environment
Familiar user interface
Integration with user directory of messaging system
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Archiving and retrieval beyond e-mails
Same archiving and retrieval functions in other collaboration tools Calendar entries, Contacts, Activities, Tasks, ….
Exchange Public Folders
Notes Databases
Flexible mapping of attributes and forms
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Tangible ROI
SITUATION WITH COMMONSTORE Y ear 1 Y ear 2 Y ear 3 Y ear 4 Y ear 5
Without IBM CommonStore 878,592£ 966,451£ 1,063,096£ 1,169,406£ 1,227,876£
With IBM CommonStore 653,392£ 718,731£ 790,604£ 869,665£ 913,148£
Percent of potential savings achievable 80% 90% 100% 100% 100%
Achievable Savings 180,160£ 222,948£ 272,492£ 299,741£ 314,728£
Achievable Savings in % 21% 23% 26% 26% 26%
TODAY 'S SITUATION Y ear 1 Y ear 2 Y ear 3 Y ear 4 Y ear 5
Mail Server Storage Requirements:Storage required by e-mail messages: 386.1 GB 424.7 GB 467.2 GB 513.9 GB 539.6 GBStorage required by e-mail attachments: 900.9 GB 991.0 GB 1,090.1 GB 1,199.1 GB 1,259.1 GB
Total: 1,287 GB 1,416 GB 1,557 GB 1,713.0 GB 1,798.6 GB
Total costs (*):Cumulative costs (*):(*) ... Costs include capital depriciated over 3 years, space, operation, backups, operation and administration labor.
1,169,406£ 1,227,876£ 3,358,901£ 3,198,953£
878,592£ 878,592£
966,451£ 1,063,096£ 2,908,140£ 1,845,043£
*Costs include capital depreciated over 3 years, space, operation, backups, and administration labor.
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Gartner competitive positioning
"By 2008, automated e-mail archiving will be an integral component of an ECM suite". It already is an integral part of IBM's ECM suite. For some of the vendors like EMC/Legato it is not yet integral part of their ECM, whereas some like AXS-One, Veritas/KVS, Zantaz/EAS, HP do not even have an ECM suite.
"Companies must address their e-mail retention and management needs now. Waiting until the company defines a plan for electronic records retention or for e-mail active-archiving technology to mature could place your business at risk, given the regulatory requirements and escalating demands for electronic discovery. Companies with records management systems should give preference to e-mail archiving vendors that provide integration with that system”. IBM's offering is tightly integrated with their award winning records management offering, Records Manager. Vendors like EMC/Legato do not have their RM technology integrated with their flagship email archiving product set, whereas some like Veritas/KVS, Zantaz/EAS do not have their own technology or a BP technology integrated to their offerings to date.
IBM Software Group | Enterprise Content Management
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Summary: Customer benefits Improved productivity (by at least 25-30%)
Improved storage utilisation and savings (25-70%)
Improved user satisfaction
Complete history of all company e-mail
Seamless integration with existing messaging platform
Improved data security
Free-up saturated e-mail servers
Adherence to compliance and data retention laws
Part of an Enterprise Content Management solution
(30,000)
(90,000)(4,500)
(3,000) (4,000)
(6,500)
(2,000)
(4,000)
IBM Software Group | Enterprise Content Management
24© 2007 IBM Corporation
Thank you